Attachment 4 - AM QASP (FY26 Draft).docx

QASP

FOR

AIRFIELD MANAGEMENT SERVICES

FA302025Q0044

1. OVERVIEW. The quality assurance surveillance plan (QASP) details how the Airfield Management Services contract will be managed upon award by the acquisition/multi-functional team (MFT) throughout its life cycle. This plan will focus on the level of performance required by the Performance Work Statement (PWS), and the methodology or process used for surveillance. This QASP is a living document and will be revised or modified by members of the acquisition team as circumstances warrant, throughout the life of the contract, to ensure adequate oversight of the Service Provider’s (SP) performance.

2. PURPOSE. This QASP is a government-developed document used to determine if the SP’s performance meets the performance threshold contained in the contract. The QASP establishes procedures on how the assessment/inspection process will be conducted. It provides a detailed 0process for continuous oversight of what will be monitored; how monitoring will take place; who will conduct the monitoring; and how monitoring efforts and results will be documented.

2.1. The SP is responsible for implementing and delivering performance that meets contract standards using its Quality Control Plan (QCP). The QASP provides the structure for the government’s surveillance of the SP’s performance to ensure it meets contract standards. It is the government’s responsibility to be objective, fair, and consistent in evaluating the SPs performance.

2.2. The QASP is not part of the contract nor is it intended to duplicate the SPs QCP. Flexibility in the QASP is required to allow for an increase or decrease in the level of surveillance necessary based on SP performance.

2.3. The government may provide a copy of the QASP to the SP to facilitate open communication. In addition, the QASP takes into consideration unforeseen or uncontrollable circumstances which might occur outside of the control of the SP.

2.4. Bottom line, the QASP should ensure early identification and resolution of performance concerns to minimize impact on mission performance.

3. AUTHORITY. Authority for issuance of this QASP is provided under Part 46 of the Federal Acquisition Regulation, Inspection of Services clauses, which provides for inspection, acceptance and documentation of the service called for in the contract order. This acceptance is to be executed by the Contracting Officer (CO) or a duly authorized representative.

4. ROLES AND RESPONSIBILITIES.

4.1. Contracting Officer (CO).

4.1.1. The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship.

4.1.2. The CO shall ensure the SP receives impartial, fair, and equitable treatment under this contract.

4.1.3. The CO shall ensure open communication is maintained between all parties, pre- and post- award.

4.1.4. The CO may delegate authority for inspection and/or acceptance to the Contracting Officer Representative (COR) assigned to the contract.

4.1.5. The CO informs the SP of the names, duties, and limitations of authority for all CORs assigned to the contract.

4.1.6. The CO shall periodically assess the COR’s performance, not less than quarterly. This assessment may be delegated to the Contract Administrator (CA).

4.1.7. The CO shall manage SP performance assessment data that may include submitting Contractor Performance Assessment Reporting System (CPARS) reports, Corrective Action Reports (CAR), or management of services process reports.

4.1.8. The CO shall modify or terminate this contract as required.

4.1.9. The CO shall coordinate with the Functional Commander (FC) to take appropriate (written or verbal) action should unacceptable contract performance occur.

4.2. Contract Administrator (CA).

4.2.1. The CA shall administer this contract and maintain documentation.

4.2.2. The CA shall ensure periodic assessments of the COR’s performance are conducted.

4.3. Functional Commander (FC/SQ/CC)

4.3.1. The FC shall support the COR.

4.3.2. The FC shall assign functional experts to the Technical Evaluation Team.

4.3.3. The FC shall ensure the CORs are competent, capable, and available.

4.3.4. The FC shall coordinate with the CO to take appropriate action (written or verbal) should unacceptable contract performance occur.

4.4. COR Supervisor.

4.4.1. The COR Supervisor for this contract will be the Airfield Operations Flight Commander (AOF/CC).

4.4.2. The COR Supervisor shall nominate individuals as COR who are qualified by training and experience commensurate with the delegation.

4.4.3. The COR Supervisor shall notify the FC if contract performance is unacceptable.

4.5. Contracting Officer Representative (COR)

4.5.1. The COR is responsible for providing continuous technical oversight of the SP’s performance.

4.5.2. The COR uses this QASP to conduct the oversight/surveillance process.

4.5.3. The COR shall keep a file that accurately documents the SP’s actual performance to ensure the SP meets the performance standards contained in the contract.

4.5.4. The COR is responsible for reporting early identification of performance concerns to the COR Supervisor and the CO.

4.5.5. The COR is required to provide an annual performance assessment of the SP to the COR Supervisor and the CO which will be used in documenting past performance.

4.5.6. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf.

4.5.7. The COR shall develop technical requirements and independent cost/government estimates for contract services.

4.5.8. The COR shall evaluate and document the SP’s performance in accordance with the procedures set forth in this QASP.

4.5.9. The COR shall immediately notify the COR Supervisor of any unacceptable performance. The COR shall notify the CO/CA after notifying the COR Supervisor.

4.5.10. The COR shall maintain assessment documentation throughout the life of the contract.

4.5.11. The COR shall certify acceptance of services as required.

4.5.12. The COR shall promote business decisions to meet customer requirements by researching the marketplace to remain current with most efficient and effective performance assessment methods and techniques. The COR shall perform market research throughout the life of the contract to ensure the team is knowledgeable of updates to the commercial marketplace.

4.5.13. The COR shall foster partnerships with industry to ensure exchanges of information with the service industry and other business experts.

4.5.14. The COR shall identify opportunities to improve performance throughout the life of the contract, including benchmarking against industry, identifying initiatives, assessing the risks associated with these initiatives, using the QASP for implementing initiatives brought forward, and monitoring the success of implementation.

4.5.15. The COR shall recommend any changes necessary to the contract, PWS, QASP, or other required documents to provide more effective operations or eliminate unnecessary costs.

4.5.16. The COR shall complete COR specific “refresher training” as required by DoD standards for COR every third year.

4.5.17. The COR shall submit monthly reports on the SP’s performance utilizing the DoD Procurement Integrated Enterprise Environment (PIEE) website. See Attachment 3 for an example of the report.

4.5.18. The COR shall develop surveillance checklists incorporating Management Internal Control Toolset (MICT) Checklists and applicable instructions and manuals.

4.6. Quality Assurance Program Coordinator (QAPC)

4.6.1. The QAPC shall coordinate on all aspects of the quality assurance program.

4.6.2. The QAPC shall participate in the acquisition team.

4.6.3. The QAPC shall review and coordinate on the PWS and QASP.

4.6.4. The QAPC shall review and coordinate on all changes to the PWS and QASP.

4.6.5. The QAPC shall assist the CO with the evaluation of the SP’s QCP.

4.6.6. The QAPC shall provide training for the COR on the contracting requirements associated with the quality assurance program IAW mandatory procedures.

4.7. Contractor/Service Provider (SP)

4.7.1. The SP shall comply fully with the terms and conditions of the contract.

4.7.2. The SP shall participate as a member of the acquisition team in the post-award phase.

4.7.3. The SP shall maintain and implement a separate QCP that compliments the QASP. This plan must be submitted to the CO for acceptance IAW the requirements outlined in the PWS.

4.7.4. The SP shall ensure non-conforming contract services are identified and corrected. They shall ensure the QCP is revised to prevent recurrence if applicable.

4.7.5. The SP shall recommend any changes to the contract that will provide more effective operations or eliminate unnecessary costs.

4.7.6. The SP must comply with the requirements of the clause at FAR 52.222.50, Combat Trafficking in Persons.

5. PERFORMANCE REQUIREMENTS AND METHOD OFSURVEILLANCE.

5.1. Contract Surveillance. The goal of the QASP is to ensure the SP’s performance is effectively monitored and documented. The COR’s contribution is their professional, non- adversarial relationships with the CO, CA, and the SP which enables positive, open, and timely communications. The foundation of this relationship is built upon objective, fair, and consistent COR evaluations of the SP’s performance against contract requirements. The COR uses methods contained in this QASP to ensure the SP is in compliance with contract requirements. The COR function is responsible for a wide range of surveillance requirements that effectively measure and evaluate the SP’s performance. Additionally, this QASP is based on the premise that the SP, not the government, is responsible for management and quality control actions to successfully meet the terms of the contract.

5.2. Surveillance Methods. The majority of surveillances will be conducted utilizing the surveillance checklists located in the COR continuity binder. These surveillances will assess the

SP’s ability to manage program areas as specified in the contract (Airfield Driving, FLIPs, etc.) and any tasks accomplished in accordance with applicable instructions and manuals (NOTAMs, flight planning, airfield inspections, etc.). A surveillance conducted that is unscheduled/unspecified is known as an “as-observed” surveillance. These surveillances may produce discrepancies observed by the COR that are not part of the scheduled surveillance plan. CORs may use the cumulative results of scheduled checklist discrepancies and “as observed” discrepancies towards Contractor Performance Assessment Report (CPAR) ratings under the “Quality” or “Management” category.

5.3. Surveillance Schedule Preparation. The COR will develop a surveillance schedule annually. The schedule will run from October to September. If any area is problematic or produces concerns, adjustments to the schedule can be made. If minimum monthly surveillance requirements are not met, the reason will be documented in an MFR and maintained in Tab J of the COR continuity binder.

5.4. Service Summary (SS) Checklists

5.4.1. The Service Summary Checklist (Attachment 1) and the Additional Checklist (Attachment 2) are the lists of performance objectives and thresholds the SP must meet. Inspection of each objective will be documented in the COR continuity binder via Service Summary Reports.

5.4.2. Performance standards define the level of service required under the contract to successfully meet the performance objective. The government performs surveillances, using this QASP, to determine the quality of the contractor’s performance as it relates to the performance element standards. The service summaries should be used to form the foundation of the COR’s inspection checklists.

5.5. Surveillance Assessment Requirements. CORs will accomplish surveillances to measure the quality of the contract performance and ensure quality services are provided. Surveillances will be accomplished using the PWS, instructions outlined in the PWS, and surveillance checklists. The COR will provide a copy of all completed surveillance checklists to the SP.

5.6. Discrepancies. There are two different types of discrepancies outlined in the surveillance checklists: Major and Minor.

5.6.1. Major: A major finding is defined as a condition that could endanger personnel, jeopardize operations, affect safety of flight, or warrant discontinuing the process or operation. Any major discrepancy will result in an “unsatisfactory” rating. All major items are identified on the surveillance checklist by an * next to the item.

5.6.2. Minor: A minor finding is defined as an unsatisfactory condition, but does not endanger personnel, jeopardize operations, affect safety of flight, or warrant discontinuing the process or operation. Minor discrepancies will only result in an “unsatisfactory” rating if they fail to meet the 80% threshold outlined in the Service Summary.

5.7. Unacceptable Performance. When the SP’s performance is deemed unacceptable or unsatisfactory, the COR will determine the cause of the unacceptable performance. If any government action, or lack of action caused or contributed to the unacceptable performance, the unacceptable performance will not be counted against the SP. The COR will take care to ensure government action, or lack of action, does not interfere with the contractor’s performance in the future. If the SP is at fault, the following steps will be taken:

5.7.1. The COR will notify the COR Supervisor. After the COR Supervisor has been notified the COR will notify the CO/CA.

5.7.2. The COR Supervisor will notify the FC.

5.7.3. The FC and CO will determine if action should be taken against the SP. The CO and FC should consider if this is the first time the SP has performed unsatisfactorily or if it is a recurring issue. Any action taken by the CO will be discussed with the FC prior to being issued to the SP.

5.7.4. As necessary the COR will meet with the SP, who shall provide an estimated completion date (ECD) on all discrepancies identified and sign all completed surveillances. The COR will track all discrepancies on a discrepancy tracker. All current FY surveillances will be maintained in the COR continuity binder. Previous FY surveillances will be maintained separately.

5.7.5. Any extensions to the SP’s ECD will be approved through the COR Supervisor.

5.8. Surveillance Documentation. All discrepancies identified during scheduled surveillances and “as observed” surveillances will be documented and tracked on the discrepancy tracker. The FC and COR Supervisor will have access to monitor the status of each.

6. Service Summary Report Results. The COR will complete the monthly service summary report and upload it into PIEE. The monthly service summary report will consist of: the inspection date/score, brief status of operations, AMOPS section, training, airfield driving and administration as well as a list of all discrepancies identified during the month. See Attachment 3 for an example.

7. Customer Feedback/Survey Program.

Anyone that observes unacceptable services, either incomplete or not performed, for any contacted services should immediately contact the COR by telephone, email, letter, or fax. The COR will document and validate the customer complaint, then notify the CO/CA and COR supervisor. The CO will notify the SP how they see fit (written or verbal). The SP will review and take immediate corrective action for all valid complaints.

7.1. If the COR identified recurring instances of unsatisfactory performance, they may request to review the contractor’s internal quality control processes to ensure they are sufficient.

7.2. All valid customer complaints shall be corrected as soon as possible after notification but within the timeframe agreed to with the CO.

7.3. Customer surveys will be submitted to the COR or AOF Staff prior to the monthly Training Review Board (TRB) for inclusion in the meeting minutes. All surveys will be briefed during the monthly TRB. See Attachment 5 for a Customer Survey Template.

8. COR Continuity Binder. The COR must develop and maintain a continuity binder for each contract. This binder may be maintained in hard copy or electronic format. The continuity binder must contain the following tabs:

9. CPARS: The primary purpose of the CPARS is to ensure current and accurate data on contractor performance is available for use in source selections through the Past Performance Informational Retrieval System (PPIRS). Completed performance assessments in PPIRS will be used as a resource in awarding best value contracts and orders to contractors that consistently provide quality, on-time products and services that conform to contractual requirements. CPARS can be used to effectively communicate contractor strengths and weaknesses to source selection officials. Documentation is required to record, evaluate, and report contractor’s performance (see CPARS guidance at: https://www.cpars.gov/cparsfiles/pdfs/CPARS-Guidance.pdf ). The CO is overall responsible for the CPAR, but relies on the COR to complete it. The CPAR is an annual comprehensive assessment covering the SP’s performance, effectiveness, and surveillance results throughout the FY.

9.1. Assessing Official Comments. Assessing Official’s comments are reported in the following areas:

task orders, milestones, delivery schedules, and administrative requirements

(e.g., efforts that contribute to or effect the schedule variance).

9.2. Performance Ratings. Contract ratings and criteria are described below:

10. Management of the Acquisition of Services.

10.1. Initial Performance Review. Within 30 days after the SP assumes full performance responsibility, the MFT will conduct a review to determine the SP has successfully started performance; completed transition; is fully operational; and is within the estimated cost, schedule, and performance parameters of the contract. The MFT will complete evaluation and reporting requirements IAW AFI 63-138, Acquisition of Services, Chapter 6.4., Initial Contract Performance Review (see sample MFR, Attachment 6).

11. Combat Trafficking in Persons. The COR will verify and monitor that the SP has policies and procedures in place to prohibit any activities on the part of contract employees that support or promote trafficking in persons as part of ongoing surveillance of performance of contract services. The SP and the COR shall immediately bring to the attention of the CO any non- compliance with contract clause FAR 52.222-50, Combating Trafficking in Persons. Additional information on DoD efforts to combat trafficking in persons can be found in DFARS PGI 222.17.

Attachment 1 Service Summary Checklists

3.2.1.27, 3.2.1.28, 3.2.1.38, 3.2.2.2, 3.2.5.5, 3.10, 3.11 100% for Major

80% for Minor Utilize Surveillance Checklist. Review required documentation and/or observe SP conducting airfield inspection.

Monthly

3.2.1.14, 3.2.1.18/19, 3.2.1.22, 3.2.1.27, 3.2, 3.2.2.2, 3.2.2.9, 3.2.2.15, 3.2.3.4, 3.2.3.6, 3.2.4.11, 3.2.5-7, 3.6, 3.8, 3.10, 3.12-16

100% for Major

80% for Minor

3.2.2.13, 3.2.5.6, 3.7 100% for Major

80% for Minor Utilize Surveillance Checklist Review required documentation on file and/or accompany SP during ADP inspections.

Annually

100% for Major

80% for Minor

80% for Minor Utilize Surveillance Checklist Review required documentation and/or observe SP performance.

Quarterly

3.2.3.11, 3.2.5.7, 3.9, 3.15 100% for Major

80% for Minor Utilize Surveillance Checklist Review required documentation on file and/or observe SP performance.

Monthly

3.2.1.19-21, 3.2.1.25, 3.2.1.27, 3.2.1.36 100% for Major

80% for Minor

3.2.3.15, 3.9 100% for Major

80% for Minor Utilize Surveillance Checklist Review required documentation on file.

Quarterly

NOTE: Major surveillance items are identified by an * in the Service Summary Checklists.

Attachment 2 Additional Checklists

program that validates initial

Checklist. Review qualification, recurring, refresher, required documentation and proficiency training are on file.

completed by SP personnel and supports aircrew and airfield management activities to ensure safe, effective, and efficient airfield operations.

training trends and information

Checklist. Review and provide inputs for the required documentation

Training Review Board as on file.

required

operational trends and information

Checklist. Review and provide inputs for the Airfield required documentation

Operations Board as required.

on file.

Checklist. Review used and maintained by Airfield required documentation

Management are reviewed and on file.

updated annually as required.

Checklist. Review

required documentation waivers/permissible deviations for on file.

the airfield.

Attachment 3 Example Service Summary Report for PIEE

3.2.1.28, 3.2.1.38, 3.2.2.2, 3.2.5.5, 3.10, 3.11 100% for Major

80% for Minor 22 May 24 75% Major 94% Minor

3.2.1.14, 3.2.1.18/19, 3.2.1.22, 3.2.1.27, 3.2, 3.2.2.2, 3.2.2.9, 3.2.2.15, 3.2.3.4, 3.2.3.6, 3.2.4.11, 3.2.5-7, 3.6, 3.8, 3.10, 3.12-16

100% for Major

80% for Minor

15 May 24 100% Major 87% Minor

3.2.5.6, 3.7 100% for Major

80% for Minor 2 May 24 100% Major 94% Minor

80% for Minor 2 May 24 100% Major 100% Minor

80% for Minor 3 May 24 100% Major 100% Minor

3.2.5.7, 3.9, 3.15 100% for Major

80% for Minor 4 May 24 100% Major 94% Minor

21, 3.2.1.25, 3.2.1.27, 3.2.1.36 100% for Major

80% for Minor

N/A

3.2.3.15, 3.9 100% for Major

80% for Minor 10 May 24 88% Major 92% Minor

AIRFIELD MANAGEMENT SERVICES CONTRACT

MONTH/YEAR:

CONTRACTOR:

CONTRACT #:

*Please see attached list for all Service Summary discrepancies*

1. Operations:

a. No new updates, see below for discrepancies identified.

2. AMOPS Section:

a. It was identified that the dayshift was unable to complete the airfield inspection, the swing shift completed the inspection but failed to fill-out the inspection form. The AMOM immediately addressed this issue with the counter workers.

3. AM Training:

a. The CO has yet to receive a list from the Service Provider of the items they wish to request a waiver for. MAJCOM has approved the training products submitted as long as minor changes were completed. A surveillance on the training program will be conducted in June.

4. Airfield Driving Program Management:

a. The Service Provider identified that the Primary Unit ADPM for Vectrus was taking the airfield driving tests for all employees, that program manager was immediately removed. The ADI is currently with the AOF for review.

5. Administration:

a. See below for discrepancies with administration (FLIPs & Airfield Driving).

// signed, lol, 6 Jun 24// LOUIS O LANE, MSgt, USAF COR, Airfield Management

2 May

2 May

2 May

2 May

4 May

May 24

Attachment 4 Corrective Action Report

2. CAR #:

5. NONCONFORMANCE: (Describe in detail)

6. CAUSE OF NONCONFORMANCE:

7. CONTRACTOR CORRECTIVE ACTION:

8. CONTRACTOR CAUSE ELIMINATION:

9. GOVERNMENT EVALUATION: (Acceptance, rejection)

Departme nt

NAME

DATE

(A)pprove (R)eject

NAME

DATE

Attachment 5 Customer Survey Example

Attachment 6 Initial Contract Performance Review MFR Example (date)

MEMORANDUM FOR RECORD

FROM: 82 CONS/ (flight office symbol)

SUBJECT: Initial Contract Performance Review (add contract no., requirement name)

1. In accordance with AFI 63-138 Para 6.4., the Multi-functional Team (MFT) is required to conduct an initial evaluation of contractor performance to determine that the contractor has successfully started performance, completed transition, is fully operational, and is within the estimated cost, schedule, and performance parameters of the contract. The review must take place within 30 days after the contractor assumes full performance responsibility (i.e. after completion of transition/mobilization). (Service provider name) is the service provider for the subject contract.

2. On (date), a MFT meeting was convened by 82 CONS to review performance. The meeting was attended by 82 CONS and (requiring activity). The MFT confirmed that the contractor has successfully started performance and completed transition, and is fully operational. There are no issues in schedule, staffing, or performance to report IAW AFI 63-138 paragraph 6.4.3 or the QASP at this time. (If applicable, replace previous two sentences with categorized MFT- identified issues and corresponding performance assessment values ratings IAW AFI paragraph

6.4.3. Include comments; take as much space as necessary.) Contract type is fixed-price and there are no cost issues extant.

3. The Multi-functional Team will continue to reconvene as-needed to address any relevant contract performance issues that arise.

Contracting Officer Contracting Officer’s Representative

Functional Commander/Director (if attending or if routed to for concurrence)